1. Terms of Reference
The terms & conditions set out herein shall be read and
construed as an integral part of the contract. The term
‘Exhibitor’ shall include all employees, representatives and
agents of any company, partnership, firm or sole proprietorship
to whom space has been allocated for the purposes of exhibiting.
The term ‘Exhibition’ shall mean the exhibition referred to on
the application form. The term ‘Organizer’ shall mean PHD
chamber of commerce and Industry, New Delhi. The term
‘Contract’ shall mean the contract for exhibition space at the
exhibition, entered into between the organizer and the exhibitor
and which incorporates these present ‘Terms & Conditions’
which shall be construed as an integral part of the contract.
2. Allocation of Exhibition Space
The organizer shall allocate the space in accordance with the
nature of exhibits or in any manner it may deem fit. The
organizer reserves the right to change the space allocated to the
exhibitor at any time prior to the commencement of the erection
of booth by the exhibitor and; at the sole discretion of the
organizer to alter the space or transfer or close entrances or
exits to the exhibition facilities and to undertake such structural
alterations as it may deem fit. The decision taken by the
organizer in this regard shall be final and binding.
3. Use of Exhibition Space
Exhibitors are entitled to exhibit only the announced products
and must man the stand or space with competent personnel
during the exhibition hours. Any articles exhibited without prior
authorization may be taken away at the expense and risk of the
exhibitor. Exhibits may not be exhibited outside the limits of
space rented by the exhibitor. The exhibitor is responsible for
cleaning of its stand. Cleaning should not be carried our during
event hours. Failure to observe these regulations may result in
the organizer taking the steps it considers necessary against
offenders , without assuming any responsibility whatsoever for
the consequences arising from such violations of regulations.
Exhibitors are not allowed to sublet or assign their stand to
other parties wholly or in part. Exhibitors shall be liable to pay
for any damage caused to the exhibition premises. Exhibitors
would be solely liable for the safety and security of their
belongings procured and manpower deployed during the
exhibition. Exhibitors shall ensure the proper insurance of these
at their own cost. The exhibitors would be liable to adhere to the
instructions and the applicable laws for the purpose of
exhibition. The exhibits procured for exhibitions shall be free
from all legal hassles and would not violate any IPR (Intellectual
Property Rights) of any third agency. Organizers would not be
liable for any liability on this account, rather the organizer
would stand completely indemnified for any loss occurred in
4. Termination of Contract
The organizer may terminate the contract if the exhibitor fails to
make full payment of participation fee before 25 days of start of
the event. The allotted space will be cancelled and payment
made to the organizer will not be refunded.
In case the exhibitor fails to attend the exhibition for any
reason, it shall be liable for paying the full amount of the total
5. Cancellation or Curtailment of the show by the
In case, the facility in which the show is to be held or is being
held is destroyed or becomes unavailable for occupancy, for
reasons beyond the reasonable control of the organizer, or if for
any reason the organizer is unable to permit the exhibitor to
occupy the facility or the space, of if the event is cancelled or
curtailed, the organizer will not be responsible for any loss of
business, loss of profits, damage or expense of whatever nature
the exhibitor may suffer. The reasons include,
but are not limited to, casualty, explosion, fire, lightning, flood,
weather epidemic, earthquake or others Acts of God, acts of
public enemies, riots or civil disturbances, strike, lockout or
boycott or other force majeure event.
6. Movement of exhibits
a) Exhibitors shall bear the responsibility and expenses
for the transport of exhibits to and from the exhibition venue.
b) Exhibitors shall make their own arrangements for
storage and warehousing of the exhibits.
c) Exhibitors shall remove all exhibits from the exhibition
venue within the period stipulated by the organizer and shall
indemnify the organizer against any loss by reason of delay or
damage to the exhibition venue.
d) All customs, import duties / government levies on
goods / publicity material / samples / exhibits applicable in the
country where the exhibition is being held are to be borne by
e) While PHDCCI will provide the overall guidelines on
the said matter of Customs, PHDCCI cannot be held responsible
omissions, changes or interpretation of customs officers in
carrying forward their duties.
Exhibitors and their representatives should be present at their
stands at all times during the exhibition hours. They are not
allowed to close their stand before the appointed time of closing.
The organizer shall be providing deliverables as mentioned in
application form. Besides that, he exhibitors shall bear the cost
of additional services such as visa fee, WI-FI at venue, meals at
venue, additional security etc.
9. Insurance, Liability and Risk
a) All exhibitors shall insure, indemnify and hold the
organizers and the venue owners harmless in respect of all the
costs, claims, demands and expenses to which they may be
subject as a result of loss or injury arising to any persons,
howsoever caused, while the said persons are upon or
examining or passing their exhibition stand during the tenancy
of the exhibition. The liability or risks of the employees, agents
or exhibits shall be the responsibility of the exhibitors.
b) All exhibitors shall obtain, prior to start of the event,
all-risk insurance from an insurance company of good standing.
Exhibitors shall produce copies of insurance policies obtained
10. Supplementary Clauses
The organizers shall have the right, in all circumstances, to issue
supplementary regulations, in addition to these present terms
and conditions, to ensure the smooth management of the
exhibition. Such instructions shall be considered to be an
integral part of the terms of contract.